Why Your Knowify and QuickBooks Online Numbers Don’t Match – and Why That Creates Confusion

A Frustration Many Contractors Share

As my dad would have said, “Dagnabit!” There are times when Knowify and QuickBooks Online numbers don’t match. And that is frustrating. Especially when you think that the sync is broken or one system must be wrong. You have a construction company to run, decisions to make, and about a bazillion other things to take care of. So why is the data different in Knowify and QuickBooks? 

What’s Actually Going On

Sure, sometimes Knowify and QuickBooks Online numbers don’t match, but understanding why and what to do about it changes the picture. 

For example, there may be mismatched entries in each system; If a client or vendor exists in both systems with different names, they might not merge correctly, creating a bit of havoc. In one system, the name entered is XYZ Corporation, and in the other, it may be The XYZ Corp. If client or vendor names do not match exactly, the system might create duplicates, throwing off totals.

Here is another example: WIP and Job Costing methods are handled differently. Knowify is designed for construction and offers more detailed, real-time WIP calculations, while QBO provides broader financial summaries.

One more example: While payments typically sync, discrepancies can arise if payments are recorded independently in both systems rather than relying on the integration.

Why This Matters Operationally

Here is where the confusion comes in. When Knowify and QuickBooks Online numbers don’t match, there can be hesitation to act, construction company owners second-guess the results, and financial conversations become harder.

The Real Solution

When Knowify and QuickBooks Online numbers don’t match, there needs to be alignment between project data and accounting intent. Also, being clear about expectations for how each system is used helps clarify confusion. 

Here are a few of the ways that construction contractors and their accounting teams rectify certain issues when Knowify and QuickBooks Online numbers don’t match:  

Perhaps there is disconnected integration. In that case, they reconnect the integration to ensure data continues to flow between systems. 

When there are tax calculation differences, the solution lies in the understanding that Knowify rounds taxes at the subtotal level, while QuickBooks Online often rounds at the line-item level, leading to minor, consistent differences that require manual adjustment in QBO.

When duplicate invoice numbers occur, it may be due to reusing invoice numbers, which can lead to reconciliation issues. 

Another item to check for is unassigned costs. The solution is to review Knowify expenses that were not assigned to a project, as they may not be posting to the correct job cost account in QBO.

Closing Thought - Clarity Matters

Upon finding that Knowify and QuickBooks Online numbers don’t match, instead of creating new reports to investigate discrepancies, align the existing data flows. Some of the ways construction contractors and their accounting teams manage these issues are:

• Monitor sync logs to catch data misalignment early.

• Set default income and expense accounts to automatically classify transactions.

• Align progress billing methods (such as using the AIA format) in Knowify to reflect correctly in QBO.

Clarity comes from alignment, not more reports.

Ambitious Construction Contractors look to The Profit Constructors to provide advocacy in dealing with:

• Clients and customers

• Employees and subcontractors

• Vendors and service providers

• Governmental entities 

Working with The Profit Constructors gives Construction Contractors the means to organize their operations in ways that help them:

• Remain informed

• Avoid hassles

• Reduce risks

• Be future-ready

Ready for action? Or want to know more? Get in touch today to schedule a complimentary discovery call. 866-629-7735